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Support: HR Policies and Procedures

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Diocesan Policies

Whistleblowing Policy: It is important that any fraud, misconduct or wrongdoing by workers or officers is reported and properly dealt with. This policy sets out who is covered by this policy, the way in which individuals may raise any concerns that they have and how those concerns will be dealt with.

Complaints process: outlining the Diocese of London informal process for following up complaints, when the complaint does not result in, or warrant, any sort of formal CDM-based process.

Parish policies

As a parish there are certain HR policies and procedures you will need to have and review regularly to ensure they are up to date with any changes in government legislation.   One policy that is for the whole of the diocese including all clergy, staff and volunteers in each parish is the Harassment and Bullying (formerly Dignity at Work) policy which can be downloaded here and is to be used as part of the organisation’s staff handbook or as a stand-alone document if there is no handbook.

For other HR policies we recommend you review the following websites (especially ACAS where relevant) and tailor the sample policies provided to suit the situation in your parish:

If you employ staff, the following is a summary guide to the most commonly used HR policies and other information that should feature in a staff handbook.  As a parish you may also have detailed policies in place, make sure you also refer to these.  For further advice please consult the Human Resources team.

 

Recruitment & Selection

Follow the 11 steps of Safer Recruitment

Advertise vacancies as widely as possible (internally, pew sheets, parish website, neighbouring churches, diocesan website, other publications)

Provide a realistic job summary with a job description and person specification CLICK HERE FOR TEMPLATE JD

Hold face to face interviews with an interview panel before any offer of employment is made, make a record of the interview

Make any offer of employment subject to right to work in the UK, references, occupational health checks, DBS checks (if appropriate) before employment starts CLICK HERE FOR TEMPLATE CONTRACT

Plan and run a timetabled induction plan and monitor probationary periods

Learning & Development

Assess training needs of individual to carry out their role

Ensure any training undertaken is evaluated and that key learnings are disseminated to the rest of the team

Supervision

Timetable monthly supervision meetings

Hold annual appraisals CLICK FOR TEMPLATE AND GUIDANCE NOTE

Equality & Diversity

Make sure your team are aware that everyone should be treated fairly and with respect

Challenge and manage any inappropriate behaviour that you see

Consider having a diversity policy

Holidays

Minimum statutory requirement for a full time employee is 28 days or 5.6 weeks including public holidays

You may wish to remind your team of their holiday balance part way through the year

Sickness Absence

Stay in touch with anyone who is off sick – it is important you keep in contact.  Speak to a member of the HR team if you need help with structuring your conversation

Statutory Sick Pay (SSP) lasts for up to 28 weeks. To qualify an employee must have been off work sick for 4 or more days in a row (including non-working days)

If you notice a pattern of frequent short term absences or a long term absence you can take action, contact the HR helpline for more detail

Hold and record a return to work interview with anyone in your team who returns to work after sickness absence, no matter how short that absence is

Flexible working

People have rights to request flexible working – requests must be made as a formal application CLICK HERE FOR GUIDANCE

ou must meet with anyone who formally asks for flexible working within 28 days of receiving the request

Following this meeting you must confirm in writing your decision within 14 days

Working time

The working week is limited of an average 48 hours, though individuals may choose to work longer by “opting out”

11 consecutive hours’ rest in any 24-hour period

A 20-minute rest break if the working day is longer than 6 hours

One day off each week

DBS Compliance

Be sure that any new starter in your team has the necessary DBS disclosure if needed before you let them start work

Where a conviction or similar arises undertake the appropriate risk assessment and refer the matter to the Safeguarding team e: safeguarding@nulllondon.anglican.org or through the safeguarding helpline 0207 932 1244

Bullying & Harassment

Refer to and use the Diocese of London Harassment and Bullying policy (link HERE)

Capability

Provide feedback on performance, set standards, provide training and measure how your team are doing

Where issues arise make sure you know if it is a capability problem – “can’t do” or a conduct issue – “won’t do”

If it is a capability issue talk to the individual – make sure they are aware of the problem, what needs to be done to put it right and by when, what support you will provide, how progress will be monitored and the consequences of failure to improve

At all times make comprehensive and accurate written records. Where, despite, any relevant additional training and guidance, the problem persists, initiate a formal capability process CLICK FOR ACAS GUIDANCE

Disciplinary

Investigate any potential disciplinary matters, complaints or allegations rigorously, thoroughly and quickly

Keep comprehensive and accurate written records of any activity associated with the disciplinary process

Follow a disciplinary policy  CLICK FOR ACAS GUIDANCE

Grievance

Investigate any potential grievance matters, complaints or allegations rigorously, thoroughly and quickly

Keep comprehensive and accurate written records of any activity associated with the grievance process

Follow a grievance policy CLICK FOR ACAS GUIDANCE

 

For further information and guidance contact the HR Helpdesk on HRHelpdesk@nulllondon.anglican.org

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